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SPEV 2019-0007 PRA Private Corporate Event - Merv Griffin Estate (05.02.2019) May 2, 2019 CASE NUMBER Special Event Permit 2019-0007 ACTIVITY/EVENT Private Corporate Event May 8, 2019 81345 Avenue 54 La Quinta, CA 92253 (Merv Griffin Estate) APPLICANT Ms. Hilary Pineo PRA APPROVAL The Design and Development Department has reviewed and approved Special Event Permit 2019-0007, pursuant to LQMC Section 9.60.170 (Special events – Residential), based on the following Findings: A. The event will not be detrimental to the health, safety and general welfare of the community in the area of the proposed event. B. There is adequate area to conduct the event and to accommodate the anticipated attendance. C. Sufficient parking will be provided for the anticipated attendance. D. Food service operations, medical facilities, solid waste facilities, sewage disposal methods and potable water service have been provided. E. Fire protection plans and facilities have been provided to the satisfaction of the fire marshal. F. Security plans and facilities have been provided to the satisfaction of the sheriff. G. Public roadways providing access to the event are capable of accommodating the anticipated traffic volumes in a reasonable and safe manner with minimal disruption to local traffic circulation. This approval authorizes the applicant to conduct the event pursuant to compliance with all conditions of approval of this permit. The applicant must obtain any permits, as may be required below, in order to physically set up the event. CONDITIONS OF APPROVAL Completion/confirmation prior to start of the event: 1. The applicant agrees to indemnify, defend and hold harmless the City of La Quinta (“the City”), its agents, officers and employees from any claim, action or proceeding to attack, set aside, void, or annul the approval of this temporary use permit. The City of La Quinta shall have sole discretion in selecting its defense counsel. The City shall promptly notify the applicant of any claim, action or preceding and shall cooperate fully in the defense. 2. The outdoor event is approved for May 8, 2019, from 6:30pm – 10:00pm. The total number of event participants, including staff, security and guests, shall not exceed 450 on-site at any given time. The applicant is required to maintain a count of all event participants on-site at all times during the event. The event count shall be maintained by event staff at the main entrance and made available upon request by the Police Department or City Staff. The Police department can request reduction of total event participants if amount of participants is detrimental to the health, safety, and general welfare of the community in the area of the proposed event. 3. The applicant shall provide notification of the event to properties and Home Owners Associations within 500 feet of event site. Notification shall include date, time, event scope, and contact information. Proof of notification shall be provided to Design and Development department by May 6, 2019. 4. Applicant shall provide the Design and Development department with list of contact(s) who will be on site during all event hours. Contact(s) will be responsible to respond to calls or complaints regarding the condition, operation, or conduct of event in a timely and appropriate manner. Contact list shall be provided to Design and Development department by May 6, 2019. 5. The applicant shall obtain all other applicable permits, if required, from the appropriate agencies (i.e. Fire Department, Building Department, Sheriffs Department, etc.). Building permits are required for all structures, including tents and canopies, and portable generators. A Building Inspection permit and Fire Inspection permit are required. City staff conducting an inspection may request additional or modification of conditions as they arise during inspection. These additional requests shall be responded to in a timely manner, prior to first use. 6. Any building, structure, facility, complex or improved area, or portions thereof, which are used by the general public shall be provided barrier free design to ensure that these improvements are accessible to and usable by persons with disabilities. Plans shall fully detail how the proposed festival complies with the California Accessibility Standards defined in Title 24 Chapter 11B and Federal ADA Regulations. 7. Applicant shall provide an operational permit from the Amusement Ride and Tramway Unit of Cal/OSHA. 8. All vendors shall obtain a City Business License. The serving of food and alcoholic beverages during the event shall be subject to the rules and requirements of the Riverside County Health Department and State of California Alcoholic Beverage Control, respectively. 9. The applicant shall provide the City a deposit, in the amount of $10,000. The deposit will be returned to the applicant at the conclusion of the event should no issues arise that result in additional City resources or other services being deployed for the event. Completion/confirmation during the event: 10. The set-up and operation of the event shall be consistent with the attached exhibits and event information on file. 11. Security personnel shall be easily identifiable to the public by the provision of uniformed personnel. All designated private security personnel must be licensed by the State of California and possess a valid private security license. 12. Certain areas providing access to the event area are public and, as such, general public access may not be denied or restricted in any manner that extends beyond the limits of this event as approved. 13. The applicant shall conform to the City’s Noise Ordinance (Municipal Code Section 9.100.210) and specifically the following noise limitations during the event: Before 10:00pm: Sixty-five decibels (65 dB(A)) After 10:00pm: Fifty decibels (50 dB(A)) If the noise consists entirely of impact noise, speech or music, or any combination thereof, each of the noise levels specific above shall be reduced by five dB(A). 14. Fire and building permits shall be obtained for any portable generators. Portable generators shall not be placed directly on the ground but secured and protected per CEC regulations. Extension cords shall be ground-secured to prevent tripping. Any lighting shall be directed away from surrounding roadways and surrounding residential properties. No spot or searchlights are permitted. 15. Surrounding roadways and intersections shall remain readily accessible for passage of emergency response vehicles and private vehicles. There shall be no queuing of vehicles along all surrounding roads for the purposes of dropping off for, picking up for, or entering the event. 16. Roadways/traffic aisles to structures and activities in and around the event will be maintained accessible to emergency vehicles at all times. Parking monitors shall wear light-colored clothing and reflective vests as needed. Flashlights shall be used after dusk. 17. The event is subject to spot inspections by the Police Department and/or City staff to ensure compliance with the conditions of this letter. 18. No fireworks, or open flame, or any other device emitting flame or fire or creating a glow capable of igniting combustibles shall be permitted. 19. Furnishings, decorations or other objects shall not be placed so as to obstruct exits, access thereto, egress therefrom, or visibility thereof. Hangs and draperies shall not be placed over exit doors or otherwise be located to conceal or obstruct an exit. 20. Curtains, draperies, hangings and other decorative materials suspended from walls or ceilings shall meet the flame propagation performance criteria of CCR Title 19 in accordance with section 807.2 or be non-combustible. (CFC 807.1) 21. LP-Gas containers- shall be located outside and adequately protected to prevent tampering, damage by vehicles or other hazards. Equipment such as tanks, valves, tubing and other related components shall be approved. 22. Roadways/traffic aisles to structures and activities in and around the event will be maintained accessible to emergency vehicles at all times. Parking monitors shall wear light-colored clothing and reflective vests as needed. Flashlights shall be used after dusk. 23. Tents and Canopy(s) plans shall meet the requirements of the 2016 California Building and Fire Code. Tents and temporary membrane structure having an area in excess of 400 square feet shall obtain a permit by submitting plans to the Riverside County Fire Department. If there are any questions, please contact our office at (760) 346-1870. 24. Seating Access Title 19 requires, table and seating access width. Isles access ways shall provide a minimum of 12 inches of width plus.5 inches width for each additional foot or fraction thereof, beyond 12 feet of isle access way length measured from the center of the seat farthest from an aisle. The length of travel along the isle access way shall not exceed 30 feet from any seat to the point where a person has a choice of 2 or more paths of egress travel to separate exits. 25. At least one 2A10BC type extinguisher shall be provided every 75 feet. 26. No fire-lanes, fire hydrants or any other Fire Department appliances shall be blocked or obstructed. 27. Tent with sidewalls require occupancy load signage, as approved by the Building Official, shall be posted in a conspicuous place near the main exit. The location shall be approved by the Fire Department. Posting shall be by means of an approved durable sign having a contrasting color from the background to which it is attached. No person shall deface, remove or change the occupant load on the sign except as authorized by the Building Official and/or Fire Department. 28. Generators and internal combustion power sources shall be separate from temporary membrane structures, tents, canopies by a minimum of 20 feet and be isolated from contact with the public. 29. Per the event information, event shall be a private, invite only event. 30. The event shall not be detrimental to the health, safety and general welfare of the community in the area of the proposed event. Completion/confirmation after the conclusion of the event (if necessary): 31. The event sites used shall be left clean and in its original manner after the event. Temporary trash receptacles shall be provided in and around the event areas. All event areas shall be left free of debris at the end of each day’s activities, and after the event concludes. 32. Any damage to public hardscape caused by this event shall be repaired as directed by the City Engineer. This includes but is not limited to sidewalks, curb and gutter, landscaping, and pavement especially within the surrounding public streets. FINAL ACKNOWLEDGEMENT/CONTACT INFORMATION By holding this outdoor event, the applicant agrees to indemnify, defend and hold harmless the City of La Quinta (“the City”), its agents, officers and employees from any claim, action or proceeding to attack, set aside, void, or annul the approval of this temporary use permit. The City of La Quinta shall have sole discretion in selecting its defense counsel. The City shall promptly notify the applicant of any claim, action or preceding and shall cooperate fully in the defense. The City may elect to add Conditions to this application request to mitigate any problems that arise not previously addressed herein. Description of Activity Overall Activity Description: 2 Private event for a group of Alegeus Technologies Conference attendees. We will be providing transportation, food, beverage, and entertainment for their evening event. The lawn area in front of the Estate will be the main focus of our set up. The event will be catered by a local caterer (Westwood catering). Seating will be added to support the dinner a stage for entertainment and lighting will be set up for function and safety. PRA will provide staff and only registered attendees with name badges and pre- arranged local vendors and staff will be permitted entry. Absolutely no food or beverages items will be for sale. PRA will incur all costs. None of the proposed activities will occurs within a public right –of-way. We will be using electrical via a generator the lawn. Background music will be played as well as a band for entertainment sou nd not to exceed the City limit decibels. All lighting and equipment for entertainment will be provided by ATC, Above the Crowd. Date of Activity May, 8, 2019 Hours of Activity 630pm-9:30pm Hours of Equipment Set up: 8am-6:00pm Hours of Removal: 9:30pm-12:am followed by access May 9, 8am-11am Maximum number of people working the activity at one time: 50 Maximum number of people attending the activity at one time: 400 Estate Site Overview Plan 4 Guest entrance, PRA staffed (8) Motorcoach transfers of (50) guests each, attendees will arrive between 6:30pm-7:00pm and will depart at 9:30pm. Guests will walk into the venue from driveway. Vehicles to stage off site Lawn area will include: food stations, bars, table rounds, highboys, picnic tables, chairs, linen, cotton candy pop up lighting & stage (2) 1-ton Food Trucks & (1) 30,000lbs 45’ trailer with Ferris Wheel seating (36) (1) photo booth trailer parked on south side of driveway Catering pop up with burner stove, preparation station and generator Restroom Trailer Home open for docent tours, existing Estate furniture Estate Décor & Entertainment placement 5 Dinner rounds 72” Highboy tables 4’x2’ Trash collection provided by catering staff Ferris Wheel Food Trucks Photo booth Trailer Bar Ice Cream & Cotton Candy Pop Up 24’x16’ stage Picnic Tables Food Station Restrooms Beer Trailer Bar